COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Human Services Agency

DATE:

June 13, 2007

BOARD MEETING DATE:

June 19, 2007

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Beverly Beasley Johnson, J.D., Director, Human Services Agency

Elsa Dawson, Director, Central Region

SUBJECT:

Agreement with Jefferson Union High School District

RECOMMENDATION:

Adopt a Resolution:

A.

Authorizing the execution of an Agreement with Jefferson Union High School District to provide comprehensive year round youth employment services for the term of July 1, 2007 through June 30, 2010, in the amount of $964,854. There is no Net County Cost; and

B.

Authorizing the Director of the Human Services Agency or the Director's designee to execute contract amendments which modify the County's maximum fiscal obligation by no more than $25,000 (in aggregate), and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions.

VISION ALIGNMENT:

Commitment: Provide equal access to educational opportunity.

Goal (4): Residents have many educational and training opportunities beyond high school.

The Agreement contributes to this commitment and goal by providing educational, vocational and support services to youth, and by supporting employment and training services, that assist individuals in finding gainful employment and reaching self-sufficiency.

Performance Measure(s):

Measure

FY 2007-08
Target

FY 2008-09
Target

FY 2009-10

Target

Youth Placed in Employment and Education

69%

70%

71%

Attainment of a Degree or Certificate

78%

79%

80%

BACKGROUND:

The Workforce Investment Board determined the need for youth academic and employment programs for youth who qualify for services under the Workforce Investment Act. In response to this need a Request for Proposal (RFP) was conducted. See details of the RFP in Exhibit A to this memo. Proposals were submitted by Opportunities Industrialization Center West (OICW), Jefferson Union High School District (JUHSD), San Mateo County Community College District (SMCCCD) and San Mateo Union High School District (SMUHSD). Agreements were awarded to OICW, JUHSD and SMUHSD.

DISCUSSION:

The Contractor will provide comprehensive year round employment services for one hundred forty one (141) youth ages fourteen (14) to twenty one (21) over a twelve month period through its “Tools for Success” and “Pathways for Success” programs. Services under “Pathways for Success” provides in-school youth services that includes but is not limited to: summer jobs program; internship/work experience; unsubsidized employment and creation of a career portfolio. Services under “Tools for Success” provides out-of-school youth services that includes but is not limited to: comprehensive basic skills assessment; Individual Services Strategy Plan; ongoing, comprehensive guidance and counseling; GED and/or Adult Basic Skills classes; vocational training classes and/or college; life skills workshops and other personal/professional development activities.

The Contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits. The Agreement has been approved as to form by County Counsel and Risk Management has approved the Contractor’s insurance for this Agreement.

FISCAL IMPACT:

The amount of this Agreement is $964,854 and the term is July 1, 2007 through June 30, 2010. Of this amount, $321,618 is for FY 2007-08, $321,618 is for FY 2008-09 and $321,618 is for FY 2009-10. These amounts will be included in the FY 2007-08 through FY 2009-10 Recommended Budgets respectively. This Agreement is fully funded through Workforce Investment Act Youth Funds. There is no Net County Cost.

1.

General Description of RFP

In January of 2006 staff was tasked with developing and implementing a Request For Proposal in support of the procurement process for the County of San Mateo WIA Youth services for Program Year 2007-2008 through 2010. Through discussions with the Youth Advisory Committee from January 2006 through April 2006 RFP Priorities and Outcomes were identified. They include the following Preferred Elements:

• Program is designed to meet the three WIA common measures outcomes;

• Program is targeted to area / groups of high unemployment as defined by California EDD;

• Programs that serve out of school youth;

• Programs that work with hard to serve clientele such as Juvenile offenders and Foster Youth

2.

List key evaluation criteria

1) Demonstrated effectiveness and past performance (35 points)
The proposals will be reviewed to ensure that the agency has demonstrated overall organizational effectiveness necessary to operate the program. The review will seek to ensure that the staffing plan is adequate and the organization chart and resumes submitted demonstrate that the staff has adequate and appropriate background and experience; that the agency has an adequate fiscal management system (see the Financial Management questionnaire for specific areas of concern), and that proposed costs are reasonable, necessary, allowable and allocable.

2) Overall program design, including responsiveness to RFP (25 points)
Proposals will be evaluated to ensure that they address the specific program requirements. Proposals will be rated in terms of the creativity, practicality and potential effectiveness of the overall design. A review will be made of the appropriateness of the proposed methods; the reasonableness of the proposed outcomes; and the comprehensiveness of proposed services.

3) Preferred Program Elements (15 points)

The proposal will be evaluated to identify if the agency proposal addresses the preferred program elements identified by the Youth Advisory Committee. These elements include:

Program is designed to meet the three WIA common measures outcomes; Program is targeted to area / groups of high unemployment; Programs that serve out of school youth; Programs that include hard to serve clientele such as Juvenile offenders and Foster Youth.

4) Cost Factor / Leveraged funding (20 points)
The proposal will be evaluated in terms of WIA cost efficiency to which Contractor costs are necessary and reasonable for the proper and efficient administration of the grant program. Additionally, the proposal will be evaluated in terms of the programs ability to leverage resources and or funds to achieve it proposed outcomes.

5) Program Management (10 points)
Proposals will be evaluated to insure that the proposed program model demonstrates the ability to effectively manage all aspects of youth program services

6) Linkages with other agencies (10 points)
The proposal will be evaluated in terms of the degree to which Contractor can demonstrate linkages/collaboration with other agencies providing youth services in the area. The proposal will also be rated on its ability to link resources to the required ten elements of the Workforce Investment Act.

7) Local area service provider (5 points)
Preference to local area service providers will be given to help facilitate a strong connection with the youth community local needs.

3.

Where advertised

An announcement for the release of the RFP Solicitation was placed in the San Mateo County Times running daily from 08/02/06 through 08/11/06.

An announcement for the release of the RFP solicitation was placed electronically on Craigslist from 08/01/06 through 08/25/06.

An e-mail announcement for the release of the RFP Solicitation was distributed to the County of San Mateo WIB on 07/25/06.

An e-mail announcement for the release of the RFP Solicitation was distributed to the Adolescent Collaborative Action Team e-mail list on 07/25/06 and 7/28/06.

Staff made a presentation on to the release of the RFP Solicitation Adolescent Collaborative Action Team Meeting on 8/16/06.

The RFP Solicitation along with Fiscal Management Questionnaire were made available through Pick up from the Workforce Development Office, Distribution at the Adolescent Collaborative Action Team meeting, Distribution at the WIA Youth RFP Bidders conference, and download from the County Website.

4.

In addition to any advertisement, list others to whom RFP was sent

The RFP was sent to the County of San Mateo WIB (Twenty-nine members) and the Adolescent Collaborative Action Team (ACAT) (Eighty-four members).

5.

Total number sent to prospective proposers

The total number sent to prospective proposers is at least one hundred and thirteen which is the number of members in the County of San Mateo WIB and the ACAT.

6.

Number of proposals received

Four proposals were received.

7.

Who evaluated the proposals

An evaluation panel was convened to evaluate the proposals utilizing the Evaluation Instrument approved by the Youth Advisory Committee. This panel consisted of 5 members including:

Robert Stovall – Moss Beach Homes \

Ron Kahn – Private Industry, Financial Advantage

Lucio Vera – CA Employeement Development Department

Debra Pomeroy – HSA Staff

Wei Kuan Lum – HSA Staff

8.

In alphabetical order, names of proposers (or finalists, if applicable) and location

Jefferson Union High School District

Opportunities Industrial Center West (OICW)

San Mateo Community College District

San Mateo Unified School District Adult Education